Classified: Administrative Assistant II -Human Resource (HR)

TITLE: Administrative Assistant II (Human Resources) FTE: 1.0

FLSA STATUS: Non Exempt HOURS PER DAY: 8

WORK CALENDAR: 261 days

COMPENSATION: Classified Non Exempt Compensation Guide (Starting at $20.48/hour)

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. The Human Resources Administrative Assistant performs a wide variety of duties requiring knowledge related to the function and administration of the Human Resources office while maintaining a high level of confidentiality

2. Greets and assists parents, employees and public; provides appropriate information and/or direction

3. Answers phones, screens and directs calls

4. Schedules appointments as requested

5. Responds to routine inquiries regarding pay rates, benefits and employment (e.g., the application process, job qualifications requirements, and required documentation), maintains and distributes a list of job openings and closing dates

6. Responds to correspondence and prepares reports as requested (e.g., responds to employment verification requests)

7. Assists volunteers, student teachers, employees in completing Human Resources documents

8. Assists with office mailings

9. Prepares office reports as requested

10. Provides backup in the District receptionist's absence

11. Maintains all office supplies and processes requisitions for supplies

12. Assists in preparing personnel folders for new hires and/or exiting employees

13. Assists with filing all personnel documents

14. Manages job postings in printed and electronic format and internet

15. Assists with tracking of all application materials

16. Assists with filing of the Recommendation to Hire Summary Sheets

17. Assists with maintaining a database for tracking all employee evaluations

18. Assists with maintaining a database of volunteers and status

19. Assists with input of employee maintenance into VISIONS

20. Monitors and notifies supervisors of 30 day probationary period evaluation for new classified employees

21. Monitors and maintains a file of all completed employee annual evaluations returned to Human Resources. Notifies supervisors regarding evaluation due date

22. Assists with collection and filing of appropriate employment paperwork for contract and notice of appointments; fingerprinting, and applications

23. Provides assistance regarding Frontline (Absence Management and Recruiting and Hiring).

24. Assists with background checks regarding substitutes

25. Maintain confidentiality of information regarding students, staff, parents and school issues

26. Provide a welcoming atmosphere for students, staff, parents and community

27. Perform responsibilities in an ethical and professional manner

28. Maintain punctual and regular attendance

29. Performs other job-related duties as assigned including but not limited to: assisting parents, employees and the public who request service in the Human Resources Department

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill and/or ability required

Education / Certificate

1. Must possess a high school diploma or equivalent; associates degree is preferable.

2. Must have and maintain a valid IVP Arizona Fingerprint Clearance Card

Experience

1. Two years of clerical experience and knowledge of general office practices and procedures, some experience in a personnel office is preferred

2. Must possess ability to work cooperatively with parents, students, administrators, faculty, staff and general public

3. Ability to acquire and apply information in related references (e.g., Governing Board policies and regulations, HR procedures).

4. Must be self-directed and capable of working in a collaborative decision-making management system.

5. Must possess an ability to deal effectively with matters of confidentiality.

6. Must possess a pleasant personality and telephone manner.

7. Must possess an ability to work cooperatively with the general public.

8. Must possess a loyalty to the school district and its philosophy.

Communication Skills

1. Biliterate/bilingual in Spanish and English, preferred.

2. Excellent written and oral communication skills.

Computer Skills

1. Ability to operate computer hardware and software in use in Human Resources at time of and adopted after hire (e.g., MS Word, MS Excel, PowerPoint, Publisher, VISIONS, and iVISIONS).

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Prolonged periods sitting at a desk and working on a computer

2. Ability to regularly push, pull or lift weights up to 15 pounds

3. Specific vision abilities required by this job include close vision and ability to adjust

focus

4. Regular talking and listening is required

5. Ability to frequently stand, walk, bend, sit

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be able to tolerate a semi- private working environment

2. Must be able to tolerate prolonged periods of sitting and computer work

GBA – EQUAL EMPLOYMENT OPPORTUNITY

The District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the District complies with applicable state and local laws governing nondiscrimination in employment. The District expressly prohibits any form of workplace discrimination or harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.